Spencer Lanoue
Asking for an update after a job interview can feel a bit like walking on eggshells. You don't want to come off as pushy, but you also don't want to be forgotten. Let's talk about how to craft an email that strikes the right balance between showing enthusiasm and respecting the employer's timeline. We'll dive into creating a message that's clear, polite, and effective in nudging for the information you need.
Why Timing Matters
Timing can be everything when it comes to following up on a job interview. Sending an email too soon might make you seem impatient, while waiting too long could make it appear you're not interested. So, what's the sweet spot? Generally speaking, it's a good idea to wait about a week after your interview before reaching out. This gives the employer enough time to process interviews and make decisions without feeling rushed.
But what if the employer gave you a specific timeframe for when to expect a decision? In that case, give them a couple of extra days beyond that deadline before you send your follow-up. Life happens, and sometimes timelines get pushed back a bit.
Crafting Your Email Subject Line
Your email's subject line is the first thing the recipient will see, so it's got to be just right. You want it to be clear, concise, and to the point. It should convey the purpose of your message without being overly wordy or vague.
Here are a few examples of effective subject lines:
- "Follow-Up on Interview for Marketing Manager Position"
- "Checking in: Interview for Project Coordinator Role"
- "Status Update Request: Sales Associate Position"
Notice how these examples use specific job titles. This approach not only clarifies your email's purpose but also makes it easier for the recipient to recall your interview amidst a sea of other candidates.
Addressing the Right Person
Addressing your email to the right person is crucial. Ideally, you should have the contact details of the person who interviewed you or the hiring manager. If you don't, you might have to do a bit of research. Check the company's website or LinkedIn to find the appropriate contact.
Once you have their name, start your email with a personalized greeting. A simple "Hello [Name]," or "Dear [Name]," works well. Avoid using generic greetings like "To whom it may concern" or "Dear Hiring Manager," as these come off as impersonal.
Expressing Gratitude and Enthusiasm
Start your email by thanking the interviewer for the opportunity to interview for the position. It’s a nice way to show appreciation and set a positive tone for the rest of the email. Here's an example of how you might phrase this:
I hope this message finds you well. I wanted to express my gratitude for the opportunity to interview for the Marketing Manager position last week. It was a pleasure to learn more about the team and the exciting projects at [Company Name].
Notice how this opening not only shows appreciation but also subtly reminds the interviewer of your interest in the role and the company. It's important to keep the tone warm and genuine.
Getting to the Point
After your opening, it's time to get to the heart of the matter: asking for an update. Be direct but courteous. You want to show that you're eager to hear back, but you're also respectful of their time. Here's a way to phrase your request:
I am writing to inquire about any updates regarding the hiring decision. I am very excited about the opportunity to join your team and contribute to [mention any specific project or aspect of the job you discussed in the interview].
This approach keeps the request straightforward while also reiterating your enthusiasm for the job.
Offering Additional Information
Sometimes it can be beneficial to offer additional information or reiterate your qualifications in your follow-up email. This is especially true if there was something you didn't get a chance to mention during the interview or if you have new, relevant information to share.
If there is any further information I can provide to assist in the decision-making process, please let me know. I am more than happy to supply any additional details or references you might need.
This shows your willingness to help and your continued interest in the role, without being pushy.
Closing the Email Gracefully
As you wrap up your email, you want to maintain a polite and hopeful tone. Thank the interviewer again and express your anticipation of their response. Here's a closing example:
Thank you once again for the opportunity and your time. I look forward to the possibility of working together and contributing to the exciting projects at [Company Name]. I hope to hear from you soon.
End your email with a simple and professional sign-off, such as "Best regards," or "Sincerely," followed by your name.
Proofreading Your Email
Before hitting send, take a moment to proofread your email. Look for any typos, grammatical errors, or awkward phrasing. A well-polished email shows attention to detail and professionalism. If you're not sure about your grammar or tone, consider using tools like Spell to help you refine your message.
Knowing When to Send a Follow-Up
Timing your follow-up email correctly is also about choosing the right time of day to send it. While there's no hard and fast rule, it's generally a good idea to send your email during business hours, ideally mid-morning. This ensures your email won't get buried under a pile of others that might come in overnight or at the end of the day.
Handling No Response
So, you've sent your follow-up email, and it's been a few days with no response. What now? First, don't panic. It's possible they're simply busy or timelines have shifted. If you haven't heard back after another week, it's reasonable to send a gentle reminder.
Here's a way to phrase it:
I hope you're doing well. I wanted to follow up on my previous email regarding the status of the Marketing Manager position. I understand things can get busy, so I appreciate your time and consideration.
Keep it short and polite. If you still don't receive a response after this second email, it might be time to move on and focus on other opportunities.
Balancing Patience and Persistence
Finding the right balance between patience and persistence can be tricky. It's important to remember that while it's okay to be eager, patience is equally valuable. No news doesn't always mean bad news. It might just mean they need more time.
Meanwhile, keep applying to other jobs and attending interviews. This not only keeps your momentum going but also takes some pressure off waiting for a single response.
How Spell Can Make the Process Easier
Writing follow-up emails is one of those tasks that can be streamlined with the right tools. Spell can help you craft emails quickly and effortlessly. With AI-driven suggestions, you can draft, refine, and perfect your follow-up emails in no time. It's like having a writing assistant that ensures your message is clear, professional, and polished.
Final Thoughts
Crafting the perfect follow-up email is about striking the right balance between enthusiasm and patience. With the tips we've discussed, you're well on your way to writing an effective email that keeps you top of mind for the hiring team. And if you're looking to streamline your writing process, Spell can be a great ally in crafting professional, polished documents with ease.
